USDA Acquisition Workforce Conference Integrated Acquisition System Perspectives

USDA Acquisition Workforce Conference Integrated Acquisition System Perspectives and Lessons Learned April 19, 2005 Arlington, VA

Agenda u IAS Program Status & Future Blackburn Tracy Moderator u IAS n Implementation Perspectives & Lessons Learned IAS Pre-Implementation Myrick Pauline OCFO n IAS Implementation at OPPM Taylor Ellery OPPM n IAS Implementation at Forest Service Lewandowski Laurie Forest Service 1 n IAS Post-Implementation Customer Care Ruby

IAS Program Status and Future u Tracy Blackburn IAS Implementation Lead u Procurement Systems Division u

What Is IAS? IAS stands for the Integrated Acquisition System u Provides a Web-based COTS (commercial-off-the-shelf) e -procurement and contract management tool u Replaces legacy systems across the Department and will be deployed at all agencies with procurement authority u Provides USDA with a corporate administrative system offering: n Enterprise Business Process Standardization n Electronic requisitioning through payment and contract close-out n Interfaces to FFIS and FPDS-NG n Potential future interfaces to CPAIS and other 3 administrative systems u

IAS will be 80% Implemented in FY 05 u Four Agencies have been fully implemented n n u RD FNS FSIS NRCS Four agency implementations are underway n n Forest Service (3 of 4 waves complete) Departmental Administration Staff Offices FSA OIG APB is using IAS invoice entry u FY 06 implementations: ARS and APHIS u 4

IAS Release 2. 4 Status u IAS Release 2. 4 Functionality n n n 5 Recurring Payment Invoices generated from IAS (PRCH Type 42) IQ Commit / IQ No-commit Separation on Obligation Headers Hanging Commitments / Final Flag on Obligations Document Approval History Access Duplicate vendors clean-up Tolerances

IAS Extended Functionality u Core functionality rollout (requisition processing and contract management) is complete u A number of extended functionality candidates are currently being considered (sample list) § Electronic Catalogs § Electronic Invoicing § CPAIS Interface § Electronic Solicitation § Data Warehouse u Anticipate at least one new extended functionality to be implemented in FY 06 and FY 07 u Extended functionality would be in addition to the COTS upgrades and user enhancements 6

IAS Implementation Perspectives & Lessons Learned

IAS 10 -Step Implementation Process IAS Implementation Life-Cycle ID Agency Team (3 wks) Outreach/ Education (24 wks) Business Process & Policy Integration (3 wks) Training Management and Delivery (14 wks) Configuration Preparation (5 wks) Data Gathering and Validation (6 wks) Data Entry (5 wks) Transition to Customer Care (4 wks) For illustrative purposes only Individual agency implementation timelines will vary Month 1 8 Month 2 Month 3 Go Live Month 4 Month 5 Month 6 Sign Off Month 7

IAS Pre-Implementation u Pauline Myrick Office of the Chief Financial Officer u Credit, Travel and Grants Policy Division u

IAS Implementation at DASO u Ellery Taylor Contract Specialist, OPPM u Procurement Policy Division u

IAS Implementation at Forest Service u Laurie Lewandowski Procurement Analyst u Forest Service u

IAS Post-Implementation Customer Care u Ruby Harvey Acting Chief u Procurement Systems Division u

Customer Care u Customer n n n Preparation starts before go-live 30 day transition period starts immediately at go-live PSD’s post-implementation oversight to ensure customer issues are being effectively addressed u Customer n n 13 Care Defined Care Components Regular Agency Meetings (Customer Care Liaisons) Help Desk Training End User Forum

IAS Help Desk Operations 14

IAS Training Methodologies Three formal training courses have been developed to meet IAS user requirements Course Name Course Description Delivery Method u Requisition u Entry-level training for Requisitioners, Receivers, and u CBT via u Supplemental u Refresher training for Requisitioners, Contracting u CBT via u Contracting u Entry-level PRISM training provided by Compu. Search for u Classroom Management Module (RQM) Requisition Management and Acquisition Management Training 15 Officer & Financial Officer Training in PRISM Funds Approvers u Consists of 4 components: n RQM CBT application n Course Challenge assessing user understanding n User Survey n Desktop Users Guide Officers, Financial Officers, and Funds Approvers who have completed RQM and received classroom instruction on PRISM and Oracle Core Apps u Provides demonstrations on JInitiator installation, logging in, and executing Oracle Core Apps, Error Management, New Vendor Requests (PVND), Requisition Modifications, and Liquidated Commitments Contracting Officers and Financial Officers u Provides basic instruction on use of PRISM in creating, modifying, and disseminating USDA acquisition documents Ag. Learn instruction

IAS End User Forum The End User Forum meets monthly and was designed to facilitate communication between the IAS solution providers, PSD, and the IAS End User community From the “IAS END USER FORUM CHARTER” Purpose The IAS End User Forum provides the IAS user communities with an opportunity to discuss and achieve customer satisfaction and support. Through the use of open communications of issues, concerns and improvements as they relate to the IAS Solution, the End User Forum will allow the IAS End User Community with the means to have their issues addressed in a timely manner. The purpose of the IAS End User Forum is to provide an open communication vehicle between the IAS solution providers, PSD, and the IAS End User community. The forum will sponsor a monthly meeting to discuss IAS topics, address concerns and share information amongst the IAS end user community. At the forum we will field ideas, suggestions, concerns and corrective measures in regards to the IAS solution. The forum will consist of updates for the IAS solution, its services, and open discussions on selected topics as well as provide the participants an opportunity to engage in open conversations on the topics which concern their agencies or them as individual users of the IAS solution. Scope 16 The scope of the IAS End User Forum responsibilities includes presenting issues and providing recommendations on priority or method of solution to PSD.

Panel Question & Answer